gl account documents (jvs) - university of kentuckymyhelp.uky.edu/rwd/html/fi/fi_gu_310_v10.pdf ·...
TRANSCRIPT
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 1
GL Account Documents GL Account Documents (JVs)(JVs)
FI GU 310FI GU 310
General Ledger Account Documents FI_GU_310 v10 1
FI_GU_310FI_GU_310
Course ContentCourse Content
• Introduction
• Unit 1 – Parking General Ledger Documents (JVs)
• Unit 2 – Document Features
• Unit 3 – Document Processing
• Course Summary
• Assessment
General Ledger Account Documents FI_GU_310 v10 2
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 2
Learning ObjectivesLearning Objectives
• At the end of this course you should be able to:
Explain the general ledger document parking process
Create parked general ledger documents (JVs)
Know how to display a parked document
Know how to display a posted document
View and change an FI document
General Ledger Account Documents FI_GU_310 v10 3
Prerequisites and RolesPrerequisites and Roles
• Prerequisites
IRIS/SAP Awareness and Navigation Overview – UK_100
Financial Overview – FI_200
• Roles
General Users
Departmental FI Personnel
General Ledger Account Documents FI_GU_310 v10 4
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 3
Practice, Practice and More PracticePractice, Practice and More Practice
• Remember, the training sandbox is available 24/7 to practice what you have learned in class in a non-threatening environment
• Logon into the training sandbox using your AD logong g g y g
• Use the exercises you receive in class and run through them several times
• Work with others in your department to gain and transfer knowledge about IRIS to each other
• Remember, practice makes perfect!
General Ledger Account Documents FI_GU_310 v10 5
G/L Account Numbering ConventionG/L Account Numbering Convention
Number Account Category
40xxxx Tuition / Fees
41xxxx Appropriations/ Grants
Number Account Category
51xxxx Salary
52xxxx Benefitspp p
420xxx425xxx
Gifts
43xxxx Investment Income
44xxxx46xxxx
Sales and Services
53xxxx54xxxx
Operating Expense
55xxxx56xxxx
Capital Expense
61xxxx63xxxx65xxxx
Recharges
74xxxxTransferNumber Type
General Ledger Account Documents FI_GU_310 v10 6
75xxxxTransfer
http://www.uky.edu/IRIS/FI/glaccts.htmlhttp://www.uky.edu/IRIS/FI/glaccts.html
u be ype
4xxxxx Revenues
5xxxxx Expenses
6xxxxx Recharges
7xxxxx Transfer
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 4
Unit 1Unit 1
Parking General Ledger Parking General Ledger
General Ledger Account Documents FI_GU_310 v10 7
g gg gDocumentsDocuments
( JVs )( JVs )
Learning ObjectivesLearning Objectives
• At the end of this unit you should be able to:
Explain the general ledger document parking process
Create parked general ledger (JV) documentsCreate parked general ledger (JV) documents
General Ledger Account Documents FI_GU_310 v10 8
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 5
What is a Journal Voucher?What is a Journal Voucher?
• A JV is a document that allows for the transfer of costs from one account to another.
• A JV often is initiated by the department that is “billing” the other d t t b th d t t i iti ti ti tdepartment or by the department initiating a correction or a cost transfer.
• It is a way by which the accounting records can be modified
• This provides the campus a means by which, after all entries are processed, the accounting should be correct.
• Manual JV’s are done by departments, automated JV’s are done by service centers such as Communications to bill for work they
General Ledger Account Documents FI_GU_310 v10 9
y yhave done.
• A few operations (Payroll and Plant Maintenance) have specialized functions in SAP that build “JV-like” entries that are internal to SAP.
Department Process Department Process –– Parking a DocumentParking a Document
• Enter the transaction in IRIS using transaction code FV50
• Simulate the journal voucher to validate entries
• Save Parked Document as Complete
• Print Completed Parked Document
• Attach any appropriate back-up documentation
• Get approval signatures
• Forward to responsible accounting office
General Accounting (GA)
Hospital Accounting (Hosp)
General Ledger Account Documents FI_GU_310 v10 10
Hospital Accounting (Hosp)
Sponsored Project Accounting (SPA)
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 6
Accounting Process Accounting Process –– Posting the DocumentPosting the Document
• The responsible accounting office will:
Review parked document
Audit transaction
Verif the reference field Verify the reference field
Post the document
File the documentation
General Ledger Account Documents FI_GU_310 v10 11
Journal Voucher ProcessJournal Voucher Process
UK department G/A audits
UK DepartmentUK DepartmentGeneral Accounting,General Accounting,
Hosp or SPAHosp or SPA
JV document,Journal
Entered and parked by department then posted by accounting.
UK departmentcompletes FV50
parks as complete
G/A auditsparked documents
and approvals
G/A postsparked
documents
JV document,approvals andrelated docs
JournalVoucher
UK departmentcan change
parked documentwith FBV2
UK departmentcan delete
General Ledger Account Documents FI_GU_310 v10 12
UK departmentcan verify posted
document withFB03
parked documentwith FBV0
Filesjournal
vouchers
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 7
Characteristics of a Parked DocumentCharacteristics of a Parked Document
• Parking a transaction:
Does not post to the financial system
Assigns a document number
Visible on the general ledger account
Parked complete documents are reflected as an encumbrance in FM
• Two types of Parked JV documents
Parked Complete – ready to send to Accounting
Located in the Complete Documents folder
Save Complete Saved as Complete Saved Completed
General Ledger Account Documents FI_GU_310 v10 13
Save Complete, Saved as Complete, Saved Completed
Parked Incomplete – do not send anything to Accounting
Located in the Parked Documents folder
You do not have either all the information or time to complete
“I’ll get back to it later”
Structure of Transaction Code FV50Structure of Transaction Code FV50
Header area
General Ledger Account Documents FI_GU_310 v10 14
Tree area
Line item area
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 8
Typical Header FieldsTypical Header Fields
ALL 4 Header fields are required and
must be completed before anything else…
Document Date: date of journal entry
Posting Date: defaults to today’s date
Reference: GA, HOSP, or SPA
Doc.Header Text: reason for the entry
General Ledger Account Documents FI_GU_310 v10 15
Typical Line Item Entry FieldsTypical Line Item Entry Fields
Line Item Fields…
G/L Account
D/C – debit or credit
Amount in doc. currency
Cost Center, Internal Order or WBS Element.
General Ledger Account Documents FI_GU_310 v10 16
System enters gray fields from the master data validation of the entered information.
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 9
Cost Objects in Line itemsCost Objects in Line items
• Cost objects post to either a:
Cost Center
Internal Order (job order…PPD, Communications, Dining Services, etc.)
WBS Element (Grant, Capital Project)
• Enter the appropriate cost object at the line item level
• Costs can only be posted to one “real” cost object per line
• Statistical internal orders (user codes) are NOT real cost objects
Cost Center and Statistical Order (covered in FI_GU_320)
WBS Element and Statistical Order (covered in FI_GU_320)
General Ledger Account Documents FI_GU_310 v10 17
Screen Variant Z_UK_1 for Line Item EntryScreen Variant Z_UK_1 for Line Item Entry
Line area columns before selecting the Z_UK_1 variant
General Ledger Account Documents FI_GU_310 v10 18
Double click the variant to modify line entry section to show only fields used by UK.
Line area columns after applying Z_UK_1 variant
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 10
Amount Information Section Amount Information Section –– FV50FV50
• Checks total debits and total credits as lines are entered
• Traffic light: green = in balance, red = out of balance
• Only important after last line entry when ready to simulate
General Ledger Account Documents FI_GU_310 v10 19
Creating a Parked Document (JV)Creating a Parked Document (JV)
• Enter all information in FV50
• Click on the Simulate button to simulate a posting
• Verify that the total line is showing
• Cli k t th d t l t d• Click to save the document as completed
If necessary, click on the
Amount column header, then
click the Display Sum icon to
show total line.
General Ledger Account Documents FI_GU_310 v10 20
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 11
Completing a Parked Document (JV)Completing a Parked Document (JV)
When the document is Saved Complete Saved Complete
a document number is generated
Document number is shown in theDocument number is shown in the
• To print…re-display document – Simulate - then print the document:
Print your document using the print icon
• Obtain approval signatures
lower left corner of the status bar.lower left corner of the status bar.
General Ledger Account Documents FI_GU_310 v10 21
• Forward screen copy along with any required documentation to central
accounting (General Accounting, Hospital, Sponsored Projects Accounting)
Parked Parked IncompleteIncomplete DocumentDocument
• Click the Save icon on the Standard Toolbar
(no data validation is performed on the
To park a document as incomplete To park a document as incomplete -- “I’ll get back to it later”“I’ll get back to it later”
incomplete document)
• A document number is generated
• Find the document in the Parked Documents folder in the Tree area
• Double click the document to open
When you are ready to Complete the documentWhen you are ready to Complete the document
General Ledger Account Documents FI_GU_310 v1022
• Complete the document, simulate and SaveSave as Complete Complete
• The remainder of the process is the same
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 12
Toolbar Icons and Push ButtonsToolbar Icons and Push Buttons
Save – use when you can not complete the document
Use this to Park the document as Incomplete
Tree On, Tree Off – toggles access to Tree area and existing parked documents
Company Code – set to UK00
Simulate – to validate entries and simulate a posting, view your document and print screen
Save as Completed – validates data, use when ready to send paperwork to Accounting
Post – you will not “post” the document. Posting creates a financial transaction
Editing options – user specific defaults
General Ledger Account Documents FI_GU_310 v10 23
Integration to FM and COIntegration to FM and CO
• When parking a document “Save as Complete” both CO and FM are updated (funds are encumbered)
• When parking an “incomplete” document – no updates to CO and FM d ( th d t t d)FM are made (no other documents are created)
• To view the integration of a “Save as Complete” parked document,
go to: EnvironmentEnvironment Accounting DocumentsAccounting Documents
Step 1: go to Environment Accounting Documents
Step 2: select the document you wish to drill into
Step 3: in this example, we chose the FM document
General Ledger Account Documents FI_GU_310 v10 24
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 13
ExercisesExercises
•• Exercise Exercise -- Preparing IRIS for TrainingPreparing IRIS for Training
•• E i 1 1E i 1 1 E t P k d G/L D tE t P k d G/L D t FV50FV50
General Ledger Account Documents FI_GU_310 v10 25
•• Exercise 1.1 Exercise 1.1 -- Enter a Parked G/L Document Enter a Parked G/L Document –– FV50FV50
Duplicating Line Item TextDuplicating Line Item Text
• There are tools within IRIS that save you time and keystrokes
• Use the “+” to copy line item text from one line item to the next
input the text in the first line item
in the 2nd line item input a “+”
press enter
General Ledger Account Documents FI_GU_310 v10 26
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 14
Quick Balancing ActQuick Balancing Act
• Use the “*” to balance debits and credits on a line item
enter the amounts for all line items except the last line
on the last line type an “*” (asterisk) in the amount field
press enter
• The “*” only balances to the lines above the line the asterisk is on
General Ledger Account Documents FI_GU_310 v10 27
Line Item IconsLine Item Icons
• Using these icons you can sort, delete or copy line items.
General Ledger Account Documents FI_GU_310 v10 28
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 15
ExercisesExercises
•• Exercise 1.2 Exercise 1.2 –– Enter a MultiEnter a Multi--line Parked G/L Documentline Parked G/L Document
•• E i 1 3E i 1 3 E t M ltiE t M lti li P k d G/L D t (G t)li P k d G/L D t (G t)
General Ledger Account Documents FI_GU_310 v10 29
•• Exercise 1.3 Exercise 1.3 –– Enter a MultiEnter a Multi--line Parked G/L Document (Grant)line Parked G/L Document (Grant)
Unit 2Unit 2
DocumentDocument
General Ledger Account Documents FI_GU_310 v10 30
DocumentDocumentFeaturesFeatures
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 16
Learning ObjectivesLearning Objectives
• At the end of this unit you should be able to:
Enter text(s) in a document
P i t ll t t( ) i d t Print all text(s) in a document
Create your line layout used for printing
General Ledger Account Documents FI_GU_310 v10 31
Available Text in DocumentsAvailable Text in Documents
• You can enter text in the following areas: header level line item level document leveldocument level
• Can view text using transaction code FB03 – Display Document
• If document level text exists, the checkbox “Texts exist” will be checked after the document has been posted
General Ledger Account Documents FI_GU_310 v10 32
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 17
Entering and Printing Document Level TextEntering and Printing Document Level Text
• To enter document level text, go to the menu barExtras Extras Document textsDocument texts
• Double click on the text description you want and enter text
General Ledger Account Documents FI_GU_310 v10 33
• To print document level text use the printer icon
• To exit document level text click the back arrow
Printing Header and Line Item TextPrinting Header and Line Item Text
To print header and line item text,print the document in the “display as list” mode.
General Ledger Account Documents FI_GU_310 v10 34
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 18
Change Line LayoutChange Line Layout
• When printing your JV, the list display on the screen can be changed.
• Example: You would like the line itemtext field to appear on the line layout
• Select the change layout icon
• Select “text” from the hidden fieldswindow on the right and move it tothe left using the single arrow icon
• Then press enter
General Ledger Account Documents FI_GU_310 v10 35
Save your New Line LayoutSave your New Line Layout
• Select the Save Current Display icon to save the layout
Note: Use the Choose Current Display to select a layout to use
• Enter a name and description for your layout
• Select the User-specific checkbox
General Ledger Account Documents FI_GU_310 v10 36
• If you want to set the new line layout as your default, go toSettings Settings Layout Layout AdministrationAdministration
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 19
Uploading JVs from an Excel SpreadsheetUploading JVs from an Excel Spreadsheet
• If similar Journal entries need to be entered, say monthly, rather than entering each line item into FV50, you can upload them from Excel
• A pre-defined Excel spreadsheet template is available from accounting
• You must save the spreadsheet file as a text file prior to uploading• You must save the spreadsheet file as a text file prior to uploading
• The document and posting dates must be current (typically today’s date)
• Use transaction code ZFI_PARK_FROM_FILE to upload
General Ledger Account Documents FI_GU_310 v10 37
ExercisesExercises
•• Exercise 2.1 Exercise 2.1 -- Enter Text and Copy Line ItemsEnter Text and Copy Line Items
•• E i 2 2E i 2 2 C t Li L t i D t O iC t Li L t i D t O i
General Ledger Account Documents FI_GU_310 v10 38
•• Exercise 2.2 Exercise 2.2 –– Create a Line Layout in Document OverviewCreate a Line Layout in Document Overview
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 20
SummarySummary
• You are now able to:
Enter text(s) in a document
Print all text(s) in a document ( )
Create your line layout used for printing
General Ledger Account Documents FI_GU_310 v10 39
Unit 3Unit 3
D t P iD t P i
General Ledger Account Documents FI_GU_310 v10 40
Document ProcessingDocument Processing
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 21
Learning ObjectivesLearning Objectives
• At the end of this unit you should be able to:
Display and Change a parked document
Delete a parked documentDelete a parked document
Activate the Reference field
Search for documents using the Reference field
Display and Change posted documents
Run reports for both G/L account activity (FBL3N) and Cost Center
activity (KSB1)
General Ledger Account Documents FI_GU_310 v10 41
Parked vs. Posted DocumentsParked vs. Posted Documents
• A distinction is made between parked and posted documents Display document transactions look different – parked and posted Use different transaction codes to display or change the documents
• Parked documents: Can change many of the fields of a parked document Can delete a parked document When parked complete, will show in the fund center as an encumbrance
• Posted documents Can only change reference and doc header text in the header area
General Ledger Account Documents FI_GU_310 v10 42
Can only change text and assignment fields in the line detail area Cannot delete a posted document (reverse only)
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 22
Document Transaction CodesDocument Transaction Codes
Use the following transaction codes to maintaina parked and/or posted document
ParkedParked Posted FI Posted FI PurposePurpose
DocumentsDocuments DocumentsDocumentsPurposePurpose
FBV3 FB03 Display a document
FBV2 FB02Change a document
(line item fields)
FBV0 N/A Delete a parked document
General Ledger Account Documents FI_GU_310 v10 43
FBV0(cannot delete)
Delete a parked document
FBL3N FBL3NDisplay line items by
general ledger account(s)
Display a Parked Document Display a Parked Document –– FBV3FBV3
Use FBV3 if you need to display a parked document
Use Document List button to view a list of documents
Select the workflow tab to see who created the document
General Ledger Account Documents FI_GU_310 v10 44
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 23
Change a Parked Document Change a Parked Document –– FBV2FBV2
• Change a parked document – FBV2
If you need to make changes to a parked document like adding text to further explain the transaction
Do not make changes to the document after you have sent the paperwork out for approval
• Important Note:
You can change almost any field in a parked document because it hasn’t been posted as a financial transaction
Once a parked document has been posted as a financial transaction, th i littl th t b h d (t t i t f d
General Ledger Account Documents FI_GU_310 v10 45
there is little that can be changed (text, assignment, reference, and header)
Delete a Parked Document Delete a Parked Document –– FBV0FBV0
• Delete a parked document – FBV0
You might need to delete a parked document if:
it is a duplicate G/L document
it’s easier to re-enter a new document then change it
• To delete the document
Enter the company code, document number, and fiscal year
Go to the menu bar - Document Document Delete Parked DocumentDelete Parked Document
General Ledger Account Documents FI_GU_310 v10 46
Never delete a document after you have submitted the paperwork
You cannot delete a document that has been Posted
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 24
Posted Document Display Posted Document Display –– FB03FB03
• Can display general ledger journal documents
• Enter the document number, the company code and fiscal year
• If the document number is unknown,select the document list push button tobring up additional search capabilities
• After activating, you can search fordocuments using the Reference field
• For a journal voucher, the referencenumber is the processing accountingoffice (GA HOSP or SPA)
General Ledger Account Documents FI_GU_310 v10 47
office (GA, HOSP, or SPA)
• For a vendor, the reference numberis their invoice number
• For a DAV, the reference prefix is D followed by the DAV number
• For travel reimbursement, the reference prefix is A followed by the department and travel number
Activate the Reference Field Activate the Reference Field –– Editing OptionsEditing Options
General Ledger Account Documents FI_GU_310 v10 48
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 25
• Use transaction code FB02 to change “posted” documents
• For posted documents you can only change:
Line item text – reason for entry after posting
Posted Document Change Posted Document Change –– FB02FB02
Line item text reason for entry after posting
Assignment field – user code after posting
Extra text
Only the assignment field and text field can be
changed on this screen
General Ledger Account Documents FI_GU_310 v10 49
Posted Document HeaderPosted Document Header
Click the Hat icon to see who created the documentdocument
You can only change theDoc. Header Text
and Reference text
General Ledger Account Documents FI_GU_310 v10 50
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 26
Document OverviewDocument Overview
To display the entire document, select the document overviewoverview icon (the sun going overover the viewview of the mountain)
General Ledger Account Documents FI_GU_310 v10 51
Double click on a line item to drill into the item
G/L Account Line Item Display G/L Account Line Item Display –– FBL3NFBL3N
• Use to view the line items for general ledger accounts
• Can view line items by status(parked, posted, etc.)
• Use the dynamic selectionicon, for additional searchcriteria and narrow youroutput list
General Ledger Account Documents FI_GU_310 v10 52
Select “Type” ofline item: normal (posted)
and/or parked items
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 27
FBL3N FBL3N –– Dynamic Selection AreaDynamic Selection Area
Highlighted items are availableas additional search criteria
Double-click highlighted criteria to remove from the right side list
Double-click to addto the right side list
as additional search criteria
General Ledger Account Documents FI_GU_310 v10 53
G/L Account Line Item Display G/L Account Line Item Display –– FBL3NFBL3N
Display the “FI” view of the G/L Accounts for the requested cost center
General Ledger Account Documents FI_GU_310 v10 54
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 28
Display Actual Cost Line Items for Cost Centers (KSB1)Display Actual Cost Line Items for Cost Centers (KSB1)
This display is for the “CO” view given a Cost Center to display the G/L Accounts
General Ledger Account Documents FI_GU_310 v10 55
Double-click a line item to see the transactions that make up the total
ExercisesExercises
•• Exercise Exercise –– 3.1 3.1 –– Display a Parked Document Display a Parked Document –– FBV3FBV3
•• ExerciseExercise 3 23 2 Change a Parked DocumentChange a Parked Document FBV2FBV2
General Ledger Account Documents FI_GU_310 v10 56
•• Exercise Exercise –– 3.2 3.2 –– Change a Parked Document Change a Parked Document –– FBV2FBV2
•• Exercise Exercise –– 3.3 3.3 –– Delete Parked Document Delete Parked Document –– FBV0FBV0
•• Exercise Exercise –– 3.4 3.4 –– Change an FI Posted Document Change an FI Posted Document –– FB02FB02
•• Exercise Exercise –– 3.5 3.5 –– Display Actual Cost Line Items Display Actual Cost Line Items –– KSB1KSB1
General Ledger Account General Ledger Account DocumentsDocuments
General Ledger Account Documents FI_GU_310 v10 29
SummarySummary
• You are now able to:
Display and Change a parked document
Delete a parked documentp
Activate the Reference field
Search for documents using the Reference field
Display and Change posted documents
Run reports for both G/L account activity (FBL3N) and Cost Center
activity (KSB1)
General Ledger Account Documents FI_GU_310 v10 57
Course SummaryCourse Summary
• Create a parked GL document (JV)
• Display a parked/posted document
• Change a parked/posted documentg p p
• Delete a parked document
• Upload an Excel file
• Change layout display
General Ledger Account Documents FI_GU_310 v10 58